microsoft excel workshop objectives basics · to create a new spreadsheet 1.open excel 2.you should...
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Microsoft ExcelBasics
Hands-On WorkshopSpring 2006
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Workshop Objectives1. Recognize and use basic parts of the Excel
screen2. Navigate around a worksheet’s cells with the
tab key and mouse3. Make a new worksheet with headings, text,
numbers and the sum function4. Use the autofill feature
Basic Vocabulary
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Some Basic Terms• Spreadsheet
– Electronic ledger• Workbook
– An Excel file– Like a Word document
• Worksheet– Digital equivalent to a three-ring binder– One sheet is like a page of a Word document
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A Sample WorkbookWorkbook name
2 Worksheet Tabs
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Some Basic Terms• Cell
– The intersection between a column and a row– A rectangle in which you type data
• Cell Reference– The name of a cell– Columns use letters– Rows use numbers
A Sample Workbook
Cell I2Cell A4
Cell D18
Cell Reference??
What’s the Cell Reference for thehighlighted cell??
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Some Basic Terms
• Active Cell– The current cell– Where data will go when you type– Indicated by the name box
The Active Cell
The Active Cell
Notice the bold blackborder around it.
The Active Cell & The Name Box
The Name Box
Tells you what the active cellis.
Use it to move to anothercell.
Let’s Make A Worksheet!
A Budget Example
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To Create A New Spreadsheet
1. Open Excel2. You should automatically get a new
Workbook3. Give it a name4. Start Typing!
A New Blank Workbook
3 Worksheet Tabs
Name is Book1until you save it
and give it a name.
Save It and Name It Budget1. File Menu
2. Save Command
Save It and Name It Budget
1. Type “Budget” 2. Click on Save
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Moving Around A SpreadsheetArrow keys:
Enter:Shift + Enter:
Tab:Shift + Tab:
Alt + Enter:
Moves one cell right, left, up or down
Moves down one cellMoves up one cell
Moves right one cellMoves left one cell
Puts hard return in current cell
Type What You See Here
Let’s Add the Months: TypeONLY January
1. Click on C3
2. Type “January”
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Using AutoFill vs. Copy & PasteCopy and Paste1. Select Text2. Ctrl + C (copy)3. Move Pointer4. Ctrl + V (paste)
AutoFill1. Move pointer over
handle2. When pointer turns
into the black plussign, click and drag
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Using AutoFill vs. Copy & Paste
Fill Handle
AutoFill Increments the Months!
Autofill will incrementany label that is:•A date•A mix of text and a number
•E.g. Day 1, Student 1
Use AutoFill for a Simple Copy
• Add salary for January• Use AutoFill to fill from January to March
• You can AutoFill one cell at a time likethis, or a set of cells (we’ll do this later).
Practice!
• Add Craft Fair income for January• Use AutoFill to fill from January to March
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On To The Expenses!
• Add Expense figures ONLY for January.• We’ll use AutoFill to copy all of January’s
data to February and March.
Use AutoFill on Several Cells• Move mouse pointer to cell C8• When you see the WHITE plus sign, Click and
drag over cells C8, C9, and C10 to select them.• Click and drag the Fill Handle to copy the
contents to February and March.• *Be sure the mouse pointer is a BLACK plus
sign!
When the AutoFill is Done…
• You should see this.• Change the numbers for Feb. and March if
you wish.
A Simple Function
Functions are preset commonmathematical equations.
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Add Labels for the Totals
1. Type the label TOTAL INCOME in A62. Type TOTAL EXPENSES in A11
Add A Simple Function
1. Click on cell C62. Click on AutoSum button (looks like )
The AutoSum Feature
1. Excel inserts a function2. Hit ENTER to accept
Copy the Functions to D6 and E6
• Use AutoFill• It pastes the function and changes the
cell references to reflect the newcolumns (D and E)
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How Can We See the ActualFunctions instead of their values?
• Click on a cell like D6• Look at the Formula Bar
Formula Bar
How Can We See the ActualFunctions instead of their values?
• Another method is to go to the FormulaView
• Hold the Ctrl Key down• Press this key:
• Do that again to go back to other view.
The Formula View
• To go back to other view:• Hold down Ctrl key and press
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Practice Using The AutoSumFeature
• Go to C11 and press the AutoSum button• AutoFill it to D11 and E11• Check it by going to the Formula View
• Save your work! (Ctrl + S is a shortcut)
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The Final Product
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What We’ll Do Next Time
• Formatting the dollar amounts• Conditional formatting• Change column widths and row heights• Using professional looking AutoFormats
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That’s All For Now!• We invite you to attend other CELTT sessions.• Check the bulletin: http://news.kcc.hawaii.edu/• Check the CELTT website for handouts &
additional material: www.hawaii.edu/kccceltt